Post Title: Voids & Allocations Officer

JOB DESCRIPTION

Post Title:Voids & Allocations Officer

Department:Voids & Allocations Team – Income Directorate

Responsible To:Voids & Allocations Team Leader

Responsible for:Nil

Purpose of Post

To assist the Devon Voids & Allocations Manager to deliver high performing allocation and re-housing services across Devon.

To re-let properties efficiently in line with company policies and procedures, providing a project management approach to each void property and allocation thereof.

To liaise with relevant agencies in the effective pursuit of the above.

Responsibilities

To carry out the following in relation to void management and re-letting of properties;

To project manage all aspects of the voids and allocations process for a patch of properties from the point of notification of end of tenancy through to sign up of new tenants; ensuring each stage of the void process is completed on time, recorded accurately and followed through to the next stage.
To proactively seek measures to ensure all properties are re-let in accordance with the Company’s agreed target turnaround times and view each void property as an opportunity to contribute to reducing void rent loss.
To organize and carry out essential pre-void inspections within the first two weeks of notification of end of tenancy and liaise with surveyors carrying out void works where appropriate in order to identify expected hand back dates and inform marketing details for property adverts. To identify and raise recharges to tenants in connection with the above visits.
To post inspect 25% of void properties following/at handover from maintenance in order to maintain the agreed void standard.
To complete all associated administrative tasks in relations to the voids and allocations process; including but not exhaustive:

Sending emails, updating Capita, completing Property Event Records, preparing documents, preparing sign up packs and completing the sign up process.

To carry out short listing for vacant properties in line with current Devon Home Choice policy and procedures.
To ensure when advertising properties and short listing that all relevant Section 106 agreements and Local Lettings Plans are adhered to.
To carry out all verification visits/ telephone calls of applicants and pre-allocation visits to applicant’s homes.
To carry out the completion of support assessments where identified an applicant has support needs.
To signpost applicants and tenants to appropriate support agencies and make referrals where appropriate for tenancy related support.
To manage re-housing of tenants in relation to major works projects and refurbishment.
To carry out accompanied visits with recommended applicants to maximise re-let times.
To liaise with the Allocations Team Leader where necessary in relation to making offers to suitable applicants, offering advice and liaison with local authorities.
To provide a tenancy “sign-up” service to tenants.
To carry out housing advice visits to applicants and existing tenants in their own homes providing housing options advice and assistance with completing housing applications.
To provide general housing advice over the telephone or face to face at any office you may be located in.
To advertise vacant properties effectively via CBL system, manage CBL system back office site and shortlist applicants for properties in line with the current Devon Home Choice Policy and procedures.
To take photographs of vacant properties in relation to our obligations under Choice Based Lettings agreements maximizing the opportunity to market our vacant properties.
To input CORE Lettings Logs within 10 working days of the tenancy start date.
To advise new tenants on their tenancy obligations, particularly in relation to payment of rent and other breaches of tenancy.
To process invoices for payment and cheque requests in relation to void properties; which includes corresponding with utility companies.
To assist the Allocations Team Leader and Devon Home Choice Manager to liaise with the development service regarding new build allocations.
To contribute towards the development and review of lettings plans and choice based lettings/nomination agreements.
To liaise with the Enforcement section in resolving any breaches of tenancy observed during the course of re-letting accommodation, including abandonment of properties etc.
To use appropriate recording mechanisms in relation to the above duties.
To provide written reports and statistical information to the Allocations Team Leader on activities relating to allocations and void properties.
To be an active member of the Voids & Allocations Team, providing cover for colleagues within the team when necessary.

Monitoring, Performance and Policies

To contribute towards achievement of the services performance targets.
To contribute towards the development and review of policies including liaison with tenants using existing tenant involvement methods.
To attend evening meetings in relation to the above where appropriate.

General

To actively promote good communications within the Company and a positive attitude to achieving the Company’s goals.
Work in accordance with the Company’s conditions of service.
Uphold the Company’s Equal Opportunities Policy.
Attend appropriate training courses and staff meetings.
Carry out any other reasonable duties appropriate to this post, as necessary or as required.

Manager:……………………………Date:………………………..

Postholder:……………………………Date:………………………..